Management Assistant

Job Purpose

Plan, coordinate, and control HR, administrative, and general services. Act as the coordinator/contact person between the local team, the Country Manager (CM), Barco NV headquarters, and external companies. Assist all parties by resolving and verifying various types of issues, from the most important to the least important.

Key responsibilities

• Manage schedules and deadlines
• Support Personnel Management: payroll, expense reports, leave, sick leave, fuel, training, employment contracts, onboarding/departure of employees, point of contact for the team on these subjects
• Support Supplier Accounting Management: account opening, verification and follow-up
• Various Administrative Tasks: purchasing supplies, handling mail, archiving, answering the phone
• Responsible for the office: reception, maintenance, security, air conditioning maintenance
• Ensure smooth and adequate information flow within the company
• Organize, improve, and maintain administrative procedures
• Implement headquarters' procedures and directives locally
• Ensure operations comply with policies and regulations

Working Relationships

Internal

• Country Manager: direct liaison with the CM
• Local Team: main contact for the local team and communication to the local team on all administrative matters
• Central HR Team: main contact on HR-related issues
• Central Finance Team: main contact on financial matters

External

• Suppliers: related to the Madrid office, payroll partner, training organizations.

Specific Professional Knowledge

Education

• Bac+2/+3 in administration management or equivalent

Skills

• Fluent in English (B2/C1)
• Versatile profile
• Good knowledge of supplier accounting mechanisms
• Knowledge of office management procedures, department-specific policies, and legal rules
• Proficient user of MS Office
• Analytical mind capable of problem-solving
• Able to handle confidential data and subjects (HR, Suppliers...)
• Excellent organizational and multitasking skills
• Good interpersonal skills and team spirit
• Negotiation skills